Office Services Coordinator

Focused on employment and labor law since 1958, Jackson Lewis P.C.’s 1,000+ attorneys located in major cities nationwide consistently identify and respond to new ways workplace law intersects business. We help employers develop proactive strategies, strong policies and business-oriented solutions to cultivate high-functioning workforces that are engaged and stable, and share our clients’ goals to emphasize belonging and respect for the contributions of every employee.

The Firm is ranked in the First Tier nationally in the category of Labor and Employment Litigation, as well as in both Employment Law and Labor Law on behalf of Management, in the U.S. News - Best Lawyers® “Best Law Firms”. 

Job Summary

The Office Services Coordinator serves as an essential member of the Firm’s administrative operations, supporting the delivery of high‑quality legal services through efficient, well‑managed office functions. Working in close collaboration with the Office Administrator the Coordinator ensures that the office environment, support services, and operational workflows meet the Firm’s standards of excellence and professionalism.

Responsibilities:

Operational & Facilities Management

• The coordinator serves as a trusted operational steward for the office environment:
• Directly coordinates with building engineers to ensure timely maintenance, facilities issue resolution, and oversight of building systems that support legal operations.
• Manages office infrastructure needs including furniture deliveries, workspace configuration changes, and internal relocations to support practice group.
• Conducts regular facilities inspections to identify and escalate issues requiring immediate action, ensuring a safe, orderly, and professional work environment reflective of the Firm’s standards.
• Troubleshoot keycard access, IT issues, and AV technology setups to support attorney meetings, client conferences, and depositions.

Office Services Leadership

• The coordinator ensures all operational support functions run at a high level of reliability:
• Oversees end‑to‑end mailroom workflow, ensuring secure and accurate handling of sensitive legal materials, filings, and courier deliveries.
• Maintains copier fleet performance, coordinates service, and ensures continuous availability of document production resources essential to litigation and transactional work
• Manages conference room readiness, ensuring that technology, materials, and workspace conditions meet the expectations of attorneys, clients, witnesses, and visiting professionals.

Vendor Oversight

• Maintains firmwide operational readiness through strategic inventory management of office, kitchen, and supply areas.
• Acts as a liaison with external vendors, ensuring contractual performance, evaluating alternatives, and supporting procurement needs aligned with Firm expectations.

Financial & Administrative Processing

• Processes check/invoice requests and other reimbursement forms under the supervision of the OA.
• Process vendor invoices and third-party client expenses and upload into Concur or coordinate with the accounting department, ensuring accuracy and compliance with financial workflows.
• Assists with tracking departmental expenditures and generating operational reports that support informed administrative decision‑making.

Workplace Integration & Personnel Support

• Coordinates all physical components of new hire onboarding, including workspace readiness, IT and telephony setup, onboarding checklists, and administrative coordination.
• Maintains welcoming and professional common areas, ensuring the Firm’s offices reflect its brand, culture, and client‑service values.

Event & Engagement Support

• Supports the Office Administrator with firmwide events, client engagements, attorney meetings, and employee activities, coordinating logistics and ensuring seamless execution.

Backup & Multi‑Office Support

• Provides coverage for other Office Services Coordinators during absences or peak workloads.
• Assists designated satellite offices to ensure uninterrupted service levels across regions.

Qualifications

• Education requirements: High school diploma, College degree preferred.
• Minimum of one year of experience.
• Proficiency in Microsoft Office Suite and comfort with AV/IT troubleshooting.
• Tech-savvy with aptitude for learning administrative and facilities‑related systems.
• Excellent written and verbal communication skills, professional demeanor, and commitment to client‑service excellence.
• Ability to lift up to 25 pounds and assist with physical office tasks as needed.
• Demonstrated initiative, problem‑solving capability, and the ability to work both independently and collaboratively in a confidential environment

The expected starting hourly range for this position in California is between $26-$33 hourly.  Applicable hourly ranges may differ across markets.  Actual pay will be determined based on experience and other job-related factors permitted by law.

Jackson Lewis offers a competitive benefits package that includes:

• Medical, dental, vision, life and disability insurance
• 401(k) Retirement Plan available
• Profit Sharing (after required length of employment)
• Flexible Spending & Health Savings Account
• Firm-paid holidays, vacation, and sick time
• Employee assistance program and other firm benefits

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, national origin, gender, age, religion, disability, sexual orientation, veteran status, marital status or any other characteristics protected by law.